In-person events are back – Tony Banks

Over the past two months, like many others I’m sure, I’ve been back on the road. I’ve been at in-person events, from conferences to festivals – at some as a speaker and at others as a guest.  Here’s some of my key takeaways on the most important issues that event organisers should be considering right now when planning their next in-person activity….

1. To go hybrid or not to go hybrid

Many post-pandemic predictions for events included the necessity for all events activity to offer a hybrid experience for participants. For charity event planners this isn’t always straight forward, as hybrid can put a strain on capacity and budgets. It’s essentially running an in-person event and a virtual event simultaneously.

Not every event needs to go hybrid.

A networking drinks reception for 30 major donors for example, absolutely doesn’t need a virtual offering.  That said, there are many events that are crying out for hybrid, conferences being a prime example. Inclusivity is key – in 2022, we shouldn’t be excluding audiences because they can’t travel to an event in-person. At the NHS Charities Together annual conference in June, staff were able to choose between attending in-person or virtually. Both options offered ways to participate and engage through live-streamed sessions and use of Slido for interactive Q&As.

2. Looking after our mental health remains vitally important

Guests, speakers, and event planners are rightfully nervous about returning to in-person events.

We’ve spent the majority of the past two years attending events from the comfort of our homes. It’s completely understandable that returning to large crowds, remembering how to network, getting back up on a stage again, or the exhaustion that comes with running or attending in-person events, has seen levels of anxiety or stress increase. It’s the events that have acknowledged this – by putting their audience’s needs at the forefront of the experience – that have really succeeded.

Longer break times, later start times, and sessions on wellbeing included in programmes have all helped ease guests and speakers back into being back in a busy room. Offering a virtual option also allows choice, especially for those that may not feel ready for in-person again, or are living with mental or physical disability.

3. Accessibility can’t be just a box ticking exercise

Just because a venue claims it is accessible, doesn’t mean it is actually accessible.

Sadly, we’re still seeing so many venues offering poor experiences for those living with a disability when attending events. In the news recently we saw first-hand from a disability advocate their experience attending a festival and just how little consideration was given to their wellbeing and enjoyment of the event. When planning events, it shouldn’t just be a matter of ticking the accessibility box. Ultimately, the only way to create truly accessible events is to co-create with those who have lived experience.

4. Sustainability is top priority once again…

As we return to in-person, our audiences will demand we do better when it comes to creating more sustainable and green charity events.

In the past few months, I’ve seen guests car-pooling, opting to join virtual where it’s on offer, or turning down swag bags in a stand against unsustainable events activity. We’re likely to get to a place in the not-so-distant future where guests will flat out refuse participation if an event doesn’t strive to do everything possible to be carbon neutral. The starting place for all event planners here is to measure your event’s carbon footprint (there are free tools to help you with this!). Until you know the impact your event is having on the environment it is impossible to start taking practical steps to reduce.

In the past two years we’ve seen huge advancements in events accessibility, inclusion, and sustainability, albeit in some cases out of necessity. We must not return to exactly how we did things in 2019.

We have come so far and learned so much and there is no denying that our audiences expect more from event planners in making ethical decisions when it comes to putting on a charity event.

Tony Banks, Consultant
July 2022

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